Delivered Workflows for ePay

Language Used

Year-end email notifications use the preferred language specified for the employee in the Personal Data component. If no preferred language is specified, or it is specified but not available, the system uses the default language of English, except for (CAN) forms RL-1 and RL-2. The default language used for (CAN) forms RL-1 and RL-2 is Canadian French.

If the recipient's preferred language is not English, the process searches for year-end notification text in the corresponding language. If no entries are found for that language in the Related Language database, the system displays a message to advise the payroll administrator that no year-end text entries exist in the employee’s preferred language and the recipient will be notified in the default language.

Email Addresses Requirements

Most year-end notification processes require that employees have valid email addresses in the system. Each time the process encounters an employee that does not have a valid email address, the process stops and displays messages for the administrator to follow to resolve the issue and restart the process.

To send an email notification, the process looks for the employee’s preferred email address. If a preferred email address is not found, the system processes the year-end transaction, displays a message in the log file regarding the employee’s lack of a preferred email address, and continues to the next employee. The process does not stop due to the absence of a preferred email address, but it also does not generate or send an email notification to any employee who does not have a preferred email address in the system.

Because of these requirements, when an employee enters or updates information on the Year-End Consent page, the system checks for invalid email addresses and the selection of a preferred email address. If the employee has an invalid email address, the system displays a message informing them that their consent status cannot be updated until a valid email address exists. If the employee has no preferred email address, the system displays a message informing them that because no preferred email address exists, their consent status will be processed, but they will not receive an email confirmation notice. In both cases, the messages encourage employees to contact their employer to provide the needed information.

Description

• Event Description: Employees use the W-2 Reissue Request page to request a new W-2 be sent to their home or work location.

• Action Description: When the page is submitted, a workflow worklist item is routed to the Payroll Administrator to indicate that this request for a duplicate W–2 has been generated.

• Notification Method: Worklist

Workflow Objects

This table lists and describes the W-2 reissue request workflow objects:

Description

• Event Description: An employee uses ePay to change W-4 information.

• Action Description: An email notification is sent to the employee upon completion that verifies the W-4 details.

• Notification Method: Email

Workflow Objects

Description

• Event Description: Payroll administrator notifies employees that year-end forms (W-2, T4, T4A, RL-1, or RL-2) are available for viewing in self service.

• Action Description: When the payroll administrator selects the Availability Notification button on the Year End Form Options page, an email notification is sent to each consenting employee notifying them that forms are available for viewing and printing.

• Notification Method: Email

Workflow Objects

This table lists and describes the year-end form available workflow objects:

Description

• Event Description: An employee uses ePay to grant consent to receive year-end forms (W-2, W-2c, T4, T4A, RL-1, or RL-2) electronically in self service.

• Action Description: Upon confirmation of submittal of consent, an email notification is sent to the employee that confirms the consent.

• Notification Method: Email

Workflow Objects

This table lists and describes the year-end form consent confirmation workflow objects:

Description

• Event Description: An employee uses ePay to withdraw consent to receive year-end forms (W-2, W-2c, T4, T4A, RL-1, or RL-2) electronically in self service.

• Action Description: Upon confirmation of withdrawal of consent, an email notification is sent to the employee that confirms the consent withdrawal.

• Notification Method: Email

Workflow Objects

This table lists and describes the year-end form consent withdrawn confirmation workflow objects:

Description

• Event Description: Payroll administrator performs a mass reset (to No Consent Received status) of specified employees’ consent to receive year-end forms (W-2, W-2c, T4, T4A, RL-1, or RL-2) electronically in self service.

• Action Description: When the payroll administrator runs the Reset Form Consent Application Engine process, first a message appears confirming that consent status has been reset for all specified employees. When the administrator commits that, an email notification is sent to each processed employee confirming the reset of consent status.

• Notification Method: Email

Workflow Objects

This table lists and describes the year-end form consent reset workflow objects:

Description

• Event Description: Payroll administrator notifies employees that corrected year-end forms (W-2, W-2c, T4, T4A, RL-1, or RL-2) are available for viewing in self service.

• Action Description: When the payroll administrator selects the Availability Notification button on the Year End Form Options page, an email notification is sent to the employee notifying that the form is available for viewing and printing.

• Notification Method: Email

Workflow Objects

This table lists and describes the year-end form correction available workflow: